Executive Secretary/ Associate To The General Secretary/ Chief Executive Officer

Job summary

To provide high-level executive, administrative, program, and strategic support to the GS/CEO’s Office by ensuring smooth functioning of the Executive Office, managing communications, coordinating strategic partnership initiatives, and facilitating execution of CHAK’s organizational priorities.

Key responsibilities

Executive office management

• Perform operational and administrative duties to support efficient operation of the GS/CEO’s Office
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the GS/ CEO
• Manage the GS/CEO’s calendar by scheduling and coordinating appointments, meetings and travel itineraries to optimize time management
• Prepare and coordinate logistics for internal and external meetings, conferences, and events attended by the GS/ CEO
• Draft and edit correspondence, reports, speeches, and presentations for the GS/ CEO’s use
• Maintain confidential files, records, and sensitive information with a high degree of integrity and discretion
• Prepare minutes of Management Committees, Management Team and other meetings related to the GS/ CEO’s Office for accurate record-keeping and future reference
• Prepare budget for GS/ CEO’s Office to facilitate resource allocation and financial control

Strategic support 

• Assist in monitoring and tracking implementation of strategic initiatives, work plans, and priority programs coordinated through the GS/ CEO’s office
• Conduct research and compile data to support strategic decision-making
• Prepare executive summaries and briefs for the GS/ CEO
• Liaise with senior leadership and heads of departments on matters requiring the GS/ CEO’s attention or follow-up

Stakeholder engagement

• Facilitate communication between the GS/ CEO and key stakeholders including member health facilities, partners, government agencies, and donors
• Represent the GS/ CEO in meetings when delegated and prepare reports or action points arising from such engagements

Qualifications and experience

• Bachelor’s degree in business/public administration, Project Management or a health-related degree; a master’s degree is an added advantage
• At least five years of progressive experience in executive support, administration, or project management at a senior level
• Experience working in a faith-based, not-for-profit, or development organization is highly desirable.
• Demonstrated understanding of principles of effective communication and organizational strategy

Skills and competencies

• Excellent organizational and time management skills
• Strong communication and interpersonal skills
• High level of discretion, confidentiality, and professional ethics
• Proficient in Microsoft Office Suite and digital collaboration tools
• Ability to multitask, work independently, and handle high-pressure situations